How should we get reimbursed for mileage when driving for a project?

Mileage for business-related travel is reimbursed at the current rate published by the IRS. 

For mileage reimbursements, within an expense report in NetSuite, scroll down to the “Expense Category” dropdown located within the Expenses section of the report.

Select the “Mileage (Rate)” category.

The "Expense Account" will automatically change to "6910 TRAVEL & TRANSPORT: Travel-Local".

Enter the number of miles traveled in "Quantity" and the rate will auto populate the current IRS mileage rate. The amount will also auto calculate the total amount to be reimbursed. Enter the full addresses in the memo line of where the trip started and ended.  Select “Save.”

Complete the remaining expenses including "Grant", "Program", and "Budget Category". Under the "Communication" and "Files" tabs, click on the "+" sign next to the "Attach File" box to add documentation. Back up documentation could include an excel file (see attached template) with details of the miles and addresses driven or a screenshot of a Google Map with the addresses and mileage shown.

Please keep in mind that employees and volunteers may elect to drive to an out-of-town meeting, but mileage reimbursement and parking may not exceed the cost of airfare and airport transportation.